Executive Assistant R&D Tech

About the role

You will provide high-level administrative and operational support that keeps the Onyx team running smoothly, day to day and across the globe. Working closely with your principal and, on occasion, their direct reports, you will anticipate needs before they are asked—protecting time, removing friction, and ensuring people, meetings, travel, and budgets all land where they should. This is a role for someone with excellent organisational skills, sharp attention to detail, genuine discretion, and the confidence to juggle competing priorities in a fast-paced environment. We value clear communicators who lead with empathy, act with integrity, and focus on impact for patients and science. This role offers growth, visible impact, and a chance to help unite science, technology, and talent to get ahead of disease together.

Responsibilities

• Diary management — proactively manage complex diaries for your principal and, on occasion, their direct reports; coordinate calendars across multiple stakeholders and time zones; anticipate conflicts and prioritise appointments so the most important work always gets the time it needs.
• Onboarding and people support — coordinate the onboarding of new starters and guide them through their first weeks; liaise with Line Managers, HR, IT, and Facilities to ensure a smooth joining experience, from GSK system access and hardware to office passes and meeting invitations; keep distribution lists and organisation charts accurate and up to date.
• Office administration — provide general administrative support across all Onyx locations, including guest access, and maintain the Onyx ‘Trip Wiki’ so colleagues have practical, current advice for every site.
• Travel and expenses — arrange domestic and international travel via Concur, including flights, accommodation, visas, and itineraries; manage expense reports and reconciliation, ensuring accuracy and full policy compliance.
• Finance and vendor management — raise purchase orders in line with company procedures using Ariba; track invoice payments and follow up on outstanding balances using Fiori; partner with the Onyx Finance partner, Procurement, and external suppliers.
• Meetings and events — book and manage meeting rooms including virtual and hybrid set-ups and catering; prepare agendas and materials and arrange session recordings where needed; organise management meetings, team events, off-sites, and internal activities from planning through to execution.

Requirements

• Proven experience as a Personal Assistant, Executive Assistant, or in a similar role.
• Demonstrated experience of complex diary management and booking domestic and international travel.
• Familiarity with expense systems, purchase orders, and invoice tracking.
• Confident using Microsoft Office and collaboration tools such as Slack.
• Strong organisational and time-management skills, with the ability to manage multiple tasks accurately and to deadline.
• Excellent written and verbal communication skills.
• A high level of discretion and professionalism when handling confidential information.

Preferred Qualifications

• Experience supporting senior leaders in a global organisation, coordinating across multiple time zones.
• Hands-on experience with Concur, Ariba, Fiori, or comparable travel, procurement, and finance systems.
• Familiarity with GSK internal systems and processes.
• Experience coordinating onboarding and partnering with HR, IT, and Facilities teams.
• A track record of organising team events, off-sites, and hybrid or virtual meetings end to end.
• Experience within pharmaceutical, R&D, or technology environments.
• Proactive and solutions-focused — you spot what is needed and act, rather than waiting to be asked.
• Adaptable and calm under pressure — you keep a steady hand when priorities shift at short notice.
• Team-oriented with strong interpersonal skills — you build trusted relationships quickly and across all levels.

Work Arrangements

This role offers a hybrid working model, with a mix of on-site and remote work. Fully remote or home-working arrangements are not available for this role.

Skills

• Administrative Support
• Detail-Oriented
• Diary Management
• Digital Fluency
• Executive Assistance
• Office Administration
• Office Management
• Prioritization
• Travel Planning

About GSK

GSK is a global biopharma company with a purpose to unite science, technology, and talent to get ahead of disease together. We aim to positively impact the health of 2.5 billion people by the end of the decade, as a successful, growing company where people can thrive. We get ahead of disease by preventing and treating it with innovation in specialty medicines and vaccines. We focus on four therapeutic areas: respiratory, immunology and inflammation; oncology; HIV; and infectious diseases—to impact health at scale.